Ward Clerk Manager - Band 4

at  Gloucestershire Hospitals NHS Foundation Trust

Ward Clerk Manager - Band 4 Obstetrics
In line with the Trust Vision to provide the “Best Care for Everyone…”
The Personal Assistant & Coordinator in Women & Children’s will provide administrative and secretarial support to members of the management team including diary management, minute taking, meeting arrangement, organisation of project and workstream meetings, room bookings and agenda setting.
Ensure effective and planned scheduling, management of admin staff to deliver consistent cover across the required clinical areas.
You will also assist with local induction / ongoing training programmes for admin staff within the Women and Children’s Division.
The role will also in being responsible for leading modernisation initiatives with admin staff to achieve continuous improvement in service provision.
Additional Contact: Zoe Cliffe General Manager 0300 422 5140
Maintaining continual confidentiality and confidence. This includes separating confidentiality levels between across the division.
To manage the filing system, personal files and keep records as required both paper and electronic, including a bring forward system and regularly disposing of outdated or unnecessary information in line with Trust Record Management Systems.
Finding digital solutions at all opportunities. Be this to pull information, store information or monitor performance.
To co-ordinate and maintain leave/sickness records for the staff directly managed by the Divisional Leadership Teams.
Gloucestershire Hospitals is one of the largest hospital trusts in England serving a diverse population of almost 620,000 people. We provide acute hospital services from two large district general hospitals, Cheltenham General Hospital and Gloucestershire Royal Hospital. Maternity Services are also provided at Stroud Maternity Hospital.
Our workforce is almost 8,000 strong and our caring and dedicated staff are recognised as providing good and outstanding patient-centred care across a range of clinical areas.
We are committed to recruiting the best people to work with us to achieve our vision of providing Best Care for Everyone and our success depends on the commitment and dedication of our staff.
We are committed to diversity, inclusion and equality of opportunity for everyone, valuing and celebrating differences and encouraging a workplace and culture where all can thrive. We endeavour to ensure each and every person working in our organisation feel respected and valued.
In return, we offer the opportunity to work at a trust that is on a truly exciting Journey to Outstanding and to make a real difference to the lives of our patients, their families and the wider community. We are also committed to training and developing you to be the best you can be and offer you a rewarding career, whatever your role.
To utilise procurement systems for the division, ensuring prompt ordering, delivery, invoicing and checking all paperwork before payment and keeping accurate records.
Monitor equipment used within the department to ensure the office is run smoothly and ensure that equipment is repaired and serviced as necessary. Also ensure the department is a clean and orderly environment in which to work.
To co-ordinate and apportion workload of secretarial staff within the Division when required, deciding on office practices through discussion with other office members to ensure efficiency and a high standard is maintained.
Co-ordinate the collation of information into spreadsheets which requires comprehension of the information collected and putting them into a format so that the required analysis can take place for decisions to be made.
Responsible for the management of own time with the minimum of supervision, using initiative. Also provide ad hoc training in IT skills for staff within the department.
To participate in interviewing for administrative posts within the Division when requested.
Assist with the recruitment and selection of Ward Clerks in the Divisional area, including preparation of adverts, job descriptions and person specifications.
Monitor performance, sickness absence and escalate appropriate action when necessary.
Conduct annual appraisals/performance reviews, collating information relevant to Trust standards and identify training requirements.
Assist with the planning and implementation of mandatory training and induction programmes for staff on appointment to department.
Support the attendance of admin staff at statutory and mandatory training sessions.
Be proactive in own Personal Development to ensure ability to support own staff

Please refer the Job description for details